Overview of Charge Conference Forms Fall 2014

1. Overview of Charge Conference FormsFall 2014 Becoming fully alive in Christ and making a difference in a diverse and ever-changing world

2. By the end of this session you will know: • Find the Charge Conference (CC) landing page on the BWC Website. • Download and complete the fillable Word documents. • The acceptable file types that can be uploaded to the portal. • Log into Gateway to update ONLY 3 forms this year. 2014 Charge Conference Overview

3. By the end of this session you will know: • Attach (upload) completed reports to the CC Document Portal. • Save and return to the Document Portal via a secure email link. • Utilize Affordable Care Act Documents. • Access Pension, Healthflex and Compensation Resource. 2014 Charge Conference Overview

4. Where to begin? In address line type: www.bwcumc.org • Baltimore-Washington Conference NEW homepage • Make sure to replace the address in your favorites and bookmarks • Links to the OLD website may affect how they function. 2014 Charge Conference Overview

5. Finding CC Landing Page Two ways • Click on Charge Conference on Picture Banner OR • Select > Resources • Select > Forms, Reports & Requests • 2014 Charge Conference Season. • Scroll to bottom of page for Certified Lay Minister links. 2014 Charge Conference Overview

6. Web Browser Incompatibility • The oldest compatible web browsers are: Internet Explorer 8, Safari 4, Firefox 4, Chrome 5 • Earlier versions • Are not compatible with the BWC website • May not function properly • Are less secure. • To determine the version of Internet Explorer (IE) installed on your computer:1. Open Internet Explorer.2. Click the Help menu, and then click About Internet Explorer.3. Next to Version, the first number (ex.: 5, 6, 7, 8 or 9) indicates the version of IE installed on your computer. 2014 Charge Conference Overview

7. CC Checklist • Significant changes from last year’s charge conference material. • First download and print Charge Conference Checklist and read it carefully. • Directions for completing forms but more on that later. 2014 Charge Conference Overview

8. CC Schedule & Agenda • Scroll down landing page, select your District to download and print the CC Schedule that relates to your church. • Do the same thing for the Agenda. 2014 Charge Conference Overview

9. Report Name in Burgundy? • Click on the name to download report. • Gives general instructions. • Does it get uploaded? • Does it get printed and brought to Charge Conference meeting? • Does it get voted on at CC meeting? 2014 Charge Conference Overview

10. Report Name Gray? Means has no official report format or template. “Sample” Membership Report is available. Make sure to answer the questions in Book of Discipline (BOD) completely. The related ¶ are listed in the BOD. Must be created in Word or saved/scanned as PDF to upload to the Portal. 2014 Charge Conference Overview

11. Laity Sexual Misconduct Questionnaire  • Another item on the CC landing page. • New format – Make sure to answer Yes or No for ALL questions.  • Must be completed EACH year by everyone who work with children, youth and special needs adults. • Print out, sign and give to your church office. • They keep them in a locked filecabinet in the church office. This form does not get submitted in CC packet. 2014 Charge Conference Overview

12. Affordable Care Act Documents • Another section on the CC Landing Page. • Resources provided by The Conference Board of Pensions and Health Benefits (GBPH): • Draft letters to help local churches notify their pastors and staff about the Health Insurance Marketplaces by October 1. (Word) • Health Care Reform for UMC Local Churches. (PDF) • ACA Notice Requirement Helpful Hints. (PDF) 2014 Charge Conference Overview

13. Pension Changes • Another section on the CC Landing Page. • Pension Changes Effective January 1, 2014: • CRSP Changes Summary. • UMPIP Highlights. • UMPIP Before-Tax and After-Tax Contributions Agreement. • Questions? Contact Francess Tagoe, Human Resources Manager 2014 Charge Conference Overview

14. 2015 Additional Resources Final Section on the CC Landing Page. HealthFlex Rates & Pension Information. Clergy Pension and Medical Eligibility Chart. Equitable Compensation Credits. Clergy Compensation Chart. Helpful when creating church budget. 2014 Charge Conference Overview

15. Charge Conference Checklist ALL forms must be submitted on-line to the district office 10 days prior to your scheduled charge conference meeting. Page 1, Items #1 & #2 • Download and print out. • Be sure to read thoroughly. • Lists all Charge Conference Forms. • Specific instructions for reports. 2014 Charge Conference Overview

16. Charge Conference Checklist Page 1 & 2, Item #3 • Lists reports that MUST BE printedfor CC meeting. • Specific instructions for reports. • In a Charge? • Prepare one packet for each church. 2014 Charge Conference Overview

17. Charge Conference Checklist Page 3, CC Checklist Form • Fill out the form. • Put reports in the order shown. • List preparer's contact info in case need clarification. • Put completed Checklist on top of printed reports to take to CC meeting. • No notebooks or staples. • Paperclip reports together. • Make sure pages are ALL single or double-sided -- expedite the scanning process. 2014 Charge Conference Overview

18. Getting Started • Create a folder on C-drive called “Charge Conference 2014.” • Download the reports and voting forms. • “Save As” was faster than opening the form and saving it. • Added bonus – it “remembered” where I saved the first report. 2014 Charge Conference Overview

19. Getting Started (Cont) • Only download reports you need. • Ex. No Lay Servants? Don’t download the Annual Lay Servant (LS) Report or LS Voting form. • Don’t type “N/A or none” • After forms are downloaded Church Administrator: • Can email the Word document OR • Print out a hard copy of the report to give to the appropriate committee chairs so they can begin to fill them out. 2014 Charge Conference Overview

20. Getting Started (Cont) After Committee Chairs are finished give or emailed reports back to the Church Administrator. If needed, Church Administrators will enter the information into the Word document. One designated person will attach [upload] the reports to the CC Document Portal. 2014 Charge Conference Overview

21. Report Format • MS Word standard word processing program. • Word forms look great and retain format. • First time may need to “Enable Editing” before you can edit the document. • Make sure to save all completed reports in the Charge Conference 2014 file folder -- Makes it easier to find them to upload them! 2014 Charge Conference Overview

22. Report Format Tips • Open download -- it will be in MS Word [except compensation forms in Excel]. • Don’t forget to “Enable Editing” so you can fill out the form. • Read instructions top of each form. • As you type, the text block will expand to fit text. • Gray boxes are only fields that can be edited. • Rest of form is locked . • Format is retained if you copy/paste into form. • Don’t have MS Word? Free application Open Office is compatible with MS Word – see Resources Page 2014 Charge Conference Overview

23. CC Minutes Document Portal On landing page, scroll down to link to download form. Form is called Minutes but this is different from notes taken at CC meeting. We still expect the Minutes from the CC meetings to be emailed to District Administrator in a timely manner. 2014 Charge Conference Overview

24. CC Document Portal – Getting Started ALL forms must be submitted on-line to the district office 10 days prior to your scheduled charge conference meeting. Make sure you read the instructions at top of all forms. Upload all reports/ forms to this Document Portal. Can start and save document but then go back to it. 2014 Charge Conference Overview

25. CC Document Portal • Items in RED are mandatory and must be filled in. • District is drop down. • If only church in charge add “charge” after church name. • Complete one Document Portal formfor each church in the charge. 2014 Charge Conference Overview

26. CC Document Portal • After top gray section finished, scroll to bottom and hit SAVE. • Message comes up – Your form will be saved for 28 days. • Careful – don’t hit “Lock Form” until you have everything uploaded. You will NOT be able to change anything after it’s submitted. 2014 Charge Conference Overview

27. CC Document Portal After it’s saved, you can go back to it anytime within 28 days. A dialog box asks you to confirm your email address. Confirms “Progress saved successfully.” . . . An message with a link is sent to your email address. 2014 Charge Conference Overview

28. CC Document Portal E-mail comes from the BWC. Each time you save the Document Portal,28 more days will be added. If you don’t go back into your Document Portal within 28 days you will have to start over again. Scroll down on the message to retrieve the link. 2014 Charge Conference Overview

29. Retrieve Saved Document Portal • 2 Ways to get back to your SAVED Document Portal • Click on the RetrieveForm box OR • Click on the secure link in the email. • Caution -- Anyone with this link can access the church’s forms so be careful who you share it with. Don’t try to open thru landing page – the document will be BLANK! 2014 Charge Conference Overview

30. Reopen Document Portal Click OK. The Document Portal re-opens where you left off (it may take a few minutes to open). Go to the next file to upload. Click the Select File button to upload the report. Continue this process until you have all the reports uploaded or are ready to end this session. 2014 Charge Conference Overview

31. Upload Files to Document Portal Another window opensso you can select the correct file to upload. Click on the file and it uploads. When Upload is complete it shows the name and size of the file. To remove the file drag it to the Trash Can. Continue to upload files until ready to end this session. 2014 Charge Conference Overview

32. Acceptable Electronic File Formats • Size of each Report document should be less than 20 MB. • Total size of ALL documents attached to Document Portal is 20 MB. • Formats that can be upload file to Document Portal include: • Word: doc, docx, rtf, & txt • Excel: xls & xlsx • PortableDocument Format: pdf • Scan as black & white NOT color so file size is smaller. • Maximum Dots Per Inch for scanning should be 200 DPI. • Note: Using Open Office? • Make sure to save file as doc, rtf, txt or pdf. Otherwise it won’t upload! 2014 Charge Conference Overview

33. Unacceptable File Formats If you try to attach an unacceptable file format you get the error above. Unacceptable file formats are photo extensions: Tiffs [default on most printer/ scanners] or Gifs. To remove unacceptable files click on the Trash Can far right corner. Go back to the original document to save or scan it again as an acceptable format. 2014 Charge Conference Overview

34. Saving Your Data Caution: DO NOT navigate away from this page or the upload will be cancelled. • Continue to upload reports until you are finished with this session. • Hit Save button. • Another box comes up while the file uploads. 2014 Charge Conference Overview

35. Saving Your Data • After reports have been saved select “Re-send email” . . . • Window comes up confirming email address. • Hit Re-send email . . . • A new email is sent that contains a secure link to the portal. • Suggest only one person manages uploading files to the Document Portal. 2014 Charge Conference Overview

36. Submitting Your Data ALL forms must be submitted on-line to the district office 10 days prior to your scheduled charge conference meeting. • Double check ALL applicable questions have been answered and reports uploaded. • Print copy for your records & CC meeting. • Optional: add any special comments/instructions to District Staff. • When all reports have been uploaded hit Lock Form button. • Permanently locks form and submits report to the District Office. 2014 Charge Conference Overview

37. Need to Submit Revised Report? • Already submitted your Document Portal but need to submit a CORRECTED report? • Open new Document Portal complete top part. • Attached additional or revised form. • Complete special instructions so we know how to process this information. • REPLACE church’s ENTIRE REPORT. • UPDATEpreviously submitted reportwith THIS report. • Lock Form and submit Data AGAIN. • District Administrator will update your Document Portal with the new form. 2014 Charge Conference Overview

38. Voting Forms • Only download the ones you need. • Complete and print out enough forms to hand out at meeting. • Recommendation or Renewal • Candidate for Ordained Ministry • Certified Lay Minister • Certified Lay Servant • Lay Servant • Vote is counted at the meeting and written on form to be entered into system after CC meeting. 2014 Charge Conference Overview

39. Pastor Report Document Portal Q #4 • Each Pastor, Associate and Certified Lay Minister [CLM] completes, print & signs this report. • Church office scans report as PDF and uploads to DocumentPortal. • Make sure it’s a PDF NOT TIFF [photo]. • If unable to attach a PDF of the SIGNED report attach an unsigned copy • Bring a signed copy to your CC Meeting. 2014 Charge Conference Overview

40. Certified Lay Minister Document Portal Q #11b • Certified Lay Ministers also completes the CLM Annual Report. • It should be signed by clergy and presented to the CC where the CLM holds their membership. • Make sure to print & sign the report. • Church office scans report as PDF and uploads to Portal. • If unable to attach a PDF of the SIGNED report attach an unsigned copy. • Bring a signed copy to your CC Meeting. • CLM Voting form required. 2014 Charge Conference Overview

41. Lay Servant (LS) Report This is the Certified Lay Servant section. This is the Local Church Lay Servant section. Document Portal Q #11a • To be in good standing each LS must: • Complete the Annual Report EACH year and submit to church’s CC. • Take a recertification class every three years. • This year’s report is different from previous years. • Must fill out EITHER Local Church LS OR Certified LS NOT BOTH. 2014 Charge Conference Overview

42. Lay Servant Report Must include date of most recent training – report is invalid if this is missing. Certificate of Completion must be uploaded too. Print out and bring Annual Report to CC meeting for Pastor, LS and presiding Elder’s signatures. Lay Servants should attend the CC Meeting. LS Voting form required. 2014 Charge Conference Overview

43. Clergy Sexual Misconduct Questionnaire Document Portal Q #19b • NEW FORMAT • Each clergy completes the questionnaire. • Make sure to answer ALL questions. • Church office prints out to have signed. • Upload unsigned report to Document Portal. • Bring signed hard copy to charge conference. 2014 Charge Conference Overview

44. Certificate of Compliance Document Portal Q #19c • Church office prints out form. • Pastor and SPRC Chair sign AND print their names. • Upload unsigned report to Document Portal. • Bring signed hard copy to charge conference. 2014 Charge Conference Overview

45. Gateway Reports Gateway Access • 3 Reports in Gateway • Trustee Report • Parsonage Report • Update Committee List • Go to BWCUMC.org website to log into Gateway to access forms. • Use same Gateway Username and Password as in past. • After log in > Go to top > select Charge Conference > select report. 2014 Charge Conference Overview

46. Forgot Username or Password? Request new password • Select “Request new password” tab. • Enter your first & last name and email address. • Hit Submit button. • If the information matches what’s in Gateway, it will send Username (UN) and Password (PW) to the e-mail address listed on your account profile. • Retrieve UN & PW 24 hours a day / 7 days a week Submit 2014 Charge Conference Overview

47. New E-mail Address? • On the Forgotten Password tab click please click HERE to request assistance. • An email will be sent to your DA to reset your user name or password. • DON’T create a new account — Limit 1 account per person. 2014 Charge Conference Overview

48. Trustee Report Document Portal Q #7 • Profile Report. • Review form • Update if needed • Enter name of reviewer • Date of review / update • Do not upload this report to Document Portal. • Check box “We have completed the Trustees Report in Gateway.” 2014 Charge Conference Overview

49. Parsonage? YES Document Portal Q #7 • Profile Report. • Does the church have a parsonage? YES • Review form • Update if needed • Enter name of reviewer • Date of review / update • Other choices for primary use of Parsonage available. • Don’t upload this report to Document Portal. • Check box “We have completed the Parsonage Report in Gateway.” 2014 Charge Conference Overview

50. Parsonage? NO Document Portal Q #7 • Answer NO to the question “Does the church have a parsonage?” • Enter your name and the date. • This documents that the church has no parsonage. • Do not upload this report to Document Portal. • Check box “We do NOT have a parsonage – No Parsonage Report Completed.” 2014 Charge Conference Overview